Staff Training

Purpose of This Article

All relevant staff should complete EMMA training before go-live. This article explains who needs to complete it, how to get your team enrolled, what the training involves, and how to monitor progress.

Who Needs to Complete Training

At minimum, the following staff should complete the training:

• Reception team
• Administrative team
• GP partners

Training for other clinical and non-clinical staff is optional and at your surgery's discretion. We recommend GP partners complete the course so they have a clear understanding of how EMMA works and what their patients will experience.

The training is the same for all roles. There are no separate clinical or administrative modules.

What the Training Involves

The training consists of short videos and quizzes that explain how EMMA works. It takes approximately one hour to complete and can be done in segments at each staff member's own pace. Staff do not need to complete it in one sitting.

How to Get Your Team Enrolled

To enrol your team, provide QuantumLoopAi with a list of staff members who require access to the training platform.

For each team member, you will need to provide:

• First name
• Last name
• Email address
• Job role
• Surgery name
• ODS code

This information should be submitted using the staff template available on your Onboarding Journey Page under Surgery Training. Once the completed template is uploaded, QuantumLoopAi will enrol your team and share access to the training materials.

Each enrolled staff member will receive their login details by email.

When Should Training Begin?

Training can be started at any point during onboarding. We recommend beginning after porting has been initiated but before the acceptance date is confirmed. This makes productive use of the waiting period and helps ensure your team is ready well before go-live.

Do not leave training until the week of go-live. All relevant staff should ideally complete training at least one week before the bedding-in period begins.

How to Track Completion

QuantumLoopAi will send you a weekly progress report showing which staff members have and have not completed the training. Use this to follow up with anyone who has not yet done so.

If you need an updated report at any point, contact the QuantumLoopAi team and we will send one promptly.

Troubleshooting

A staff member has not received their login details. Ask them to check their spam or junk folder first. If the email is not there, contact the QuantumLoopAi team with the staff member's name and email address and we will resend their access details.

A staff member cannot log in to the training platform. Check that the correct email address is being used and ask them to try the password reset option. If the issue continues, contact the QuantumLoopAi team with the staff member's name, email address, and a brief description of the problem.

We do not have time to complete training before go-live. The training takes approximately one hour and can be completed in short segments. We recommend completing it during quieter periods rather than all at once. If you have concerns about timing, speak to your QuantumLoopAi account manager and we can look at adjusting the go-live schedule if needed.

We want to enrol some staff now and add more later. This is fine. Additional staff members can be enrolled at any point during or after onboarding. Simply provide their details to the QuantumLoopAi team and they will be added to the platform.

We have not received our weekly training progress report. Contact the QuantumLoopAi team and we will send an updated report.

FAQs

Is the training mandatory? Training is strongly recommended for all reception and administrative staff and GP partners. It is not mandatory for all clinical roles, but the more of your team that completes it, the smoother the transition to EMMA will be.

Can staff complete the training more than once? Yes. Staff can revisit the training materials at any time after completing the course. This can be useful for new starters joining after go-live.

What happens if a staff member leaves before completing the training? Contact the QuantumLoopAi team to remove them from the platform and, if a replacement is joining, we can add the new staff member at the same time.

We have a new starter joining after go-live. Can they still complete the training? Yes. New starters can be enrolled onto the training platform at any time. Contact the QuantumLoopAi team with their details and they will be added promptly.

Do GP partners need to complete the full training course? Yes. The course is the same for all roles and takes approximately one hour. GP partners do not need to complete a different or longer version.